Executive and Property Coordinator

About the role

We are looking for a highly organized, proactive, and practical Executive & Property Coordinator who will work closely with the owner in overseeing the day-to-day operations of the company's properties and branches. This is not a traditional Executive Assistant role. The position is primarily focused on property and business operations, coordination, monitoring, administration, and follow-through, with executive support as needed.

Key responsibilities

• Monitor the daily operation and condition of properties and branches, including building, rooms, common areas, facilities, equipment, cleanliness, and general upkeep
• Maintain cleaning, maintenance, and equipment/machine checklists and identify repairs, operational concerns, and items requiring attention
• Call and coordinate with technicians, contractors, suppliers, and maintenance personnel, and follow up on repairs and maintenance until properly completed
• Assist with guest inquiries and operational concerns, and act as a primary coordinator for tenant requests and building/room operational concerns
• Document concerns and actions taken, and prepare notices, requests, reports, or other documents when required
• Monitor operational matters, payments, reports, pending concerns, maintenance, and other requirements of other branches and properties
• Monitor inventory and supplies for properties and branches, check stock levels, and prepare replenishment and purchase requests
• Prepare petty cash requests and other operational requests for approval, and organize supporting documents for expenses, purchases, payments, and reimbursements
• Maintain employee records, contracts, attendance, schedules, assignments, and other personnel documents, and assist in preparing payroll information
• Maintain organized management files and confidential company records, including corporate records, SEC, BIR, permits, licenses, contracts, and certificates
• Prepare monthly business and operations reports for the EVP and gather information from properties and branches regarding operations, payments, maintenance, inventory, tenant/guest matters, staffing, and pending concerns
• Maintain a clear list of pending matters and their status, and follow up with employees, contractors, suppliers, tenants, and other responsible parties

About you

• Has actual hands-on operational experience, preferably in property management, hospitality, facilities, business operations, branch operations, or a similar environment
• Highly organized and able to manage several priorities at the same time
• Strong practical judgment and decision-making ability
• Observant and notices problems, missing requirements, and pending matters
• Can work independently without needing constant instructions
• Strong follow-through and does not allow tasks to remain unattended
• Comfortable dealing with employees, tenants, guests, contractors, technicians, suppliers, and accountants
• Can distinguish between urgent, important, and routine matters
• Resourceful and looks for solutions rather than simply reporting problems
• Can handle confidential company, employee, financial, and management information
• Bachelor's degree preferred
• Relevant experience in operations, property/hotel management, facilities, business administration, branch operations, or a similar role
• Strong organizational, documentation, communication, and computer skills
• Experience handling multiple properties, branches, or operational areas is an advantage